A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
Are you looking for an exciting environment with a wide variety of responsibilities and opportunities to learn and grow your administrative and supervisory skills? Do you thrive as a member of a customer-focused team? Are you a strong communicator who has a high-level of initiative, is consistently organized and has a strong attention to detail? Do you want exposure to the decision-making and leadership that propels a large organization? If so, we might just have the opportunity for you.
Health Information Technology & Services is seeking an Administrative Assistant Sr. to support the Senior Director of Clinical and Operational Applications (COA) Division as well as some Division activities. This individual works closely with the Administrative Assistant, Senior for another HITS Division as well as other Administrative Assistants within COA as well as HITS.
The Clinical and Operational Applications Division is responsible for more than 300 clinical and business applications relied upon by patients, clinicians and staff everyday. COA team responsibilities span inpaitent, ambulatory care, clinical areas and revenue cycle. One significant focus of the COA team is MiChart, Michigan Medicines electronic health record (EHR) system. About one half of the COA staff are responsible for configuring and implementing MiCHart workflows, enhancements, optimizations and new modules.
Successful candidates for this roles will work closely with leaders to anticipate, coordinate, and implement the administrative activities of the division by performing highly responsive and sometimes sensitive and/or confidential duties. They will ensure the smooth functioning of administrative needs through coordinating many important activities. The successful candidate will work collaboratively with administrative assistant peers across the organization.
Responsibilities include but are not limited to:
Calendar management. Provide complex calendar and time management support to the Senior Director of COA and other division leaders by prioritizing and responding to calendar requests, proactively anticipating needs, and planning accordingly.
Meeting support. Help plan and execute meetings, prepare/distribute agendas, minutes, track action, pending items, and coordinate follow-up activities.
Communications and documentation. Coordinate regular and timely internal communications via email, departmental websites, and other mechanisms as appropriate. Screen, prioritize and route correspondences, phone calls, and outside requests, responding as appropriate on behalf of the division. Initiate, compose, edit, proofread, and type correspondence, documents, and presentations. Maintain relevant departmental documentation, including appropriately handling confidential and sensitive information.
Office management. Manage an organized, clean, and professional office environment, including ordering office supplies and coordinating requests and changes related to multiple physical work spaces of department.
Event coordination and travel arrangements. Plan and coordinate events, including leadership and staff activities, working with venues within and outside the University to reserve space, catering and audiovisual needs. Manage the development of itinerary flight schedule and reservations, ground transportation, hotel accommodations, conference registrations and other applicable arrangements and completion of travel expense reports.
Staffing management. Coordinate and manage staff onboarding, offboarding, time tracking, and training activities by working closely with directors and managers to ensure that current and new staff members meet all training requirements, are provided timely access to systems and tools needed to effectively perform their jobs, and that staff participate in other training offerings as appropriate. Also coordinate the annual performance review process by working closely with directors and managers and HR to track progress and ensure compliance with deadlines and overall process.
Professional Development. Continually learn and grow in your role. This could include: on-the-job training, attending relevant courses or conferences, reading, or other research. Share this knowledge with others as relevant. Being proactive in identifying growth opportunities in and out of the UM community.
While there are many aspects required to effectively performing this job, the core is outstanding communication and interpersonal skills with a focus on others while delivering results. The many demands of this job necessitate strong organization and attention to detail to ensure timely and relevant fulfilling of a variety of requests. Tact and diplomacy are also necessary to handle sometimes confidential or sensitive information. Job requirements are expanded on below.
Requirements for this position are based largely on the UM Professional Competencies model. Demonstrated proficiency in each of the seven competencies below is required, with candidates required to meet the majority of the items listed in each of the seven competencies.
Building Relationship / Interpersonal Skills
Demonstrated ability to develop and maintain positive relationships, inside and outside of work group, interacting in a friendly, open, honest, and accepting manner.
Demonstrated ability to use formal/informal networks to accomplish tasks and objectives, developing and maintaining smooth, cooperative working relationships.
Creative Problem Solving / Strategic Thinking
Demonstrated ability to provide necessary attention to solve different level problems, often multitasking to solve moderate level problems.
Demonstrated ability to communicate clearly, correctly, knowledgeably, and effectively both verbally and in writing, to differing audiences.
Development of Self and Others
Demonstrated initiative in participating in growth opportunities, taking initiative for continuous development and improvement.
Flexibility / Adaptability to Change
Understand and accept the need for change, cooperate in implementation, and constructively voice concerns and propose alternatives.
Ability to assist in the implementation of changes within established and changing deadlines.
Leadership / Achievement Orientation
Demonstrated behavior aligned with the values and ethics of the profession.
Demonstrated ability to work independently.
Demonstrated ability to establish and maintain effective relationships with internal and external customers in a manner that consistently meets expectations for exemplary customer service.
High school diploma or equivalent.
A minimum of 4 years of experience in an administrative support capacity.
Experience with and knowledge of event coordination and planning.
Demonstrated proficiency with Microsoft Office tools such as Outlook, Word, Excel, PowerPoint, Google applications, or similar office productivity tools.
Proficient with Adobe/Blue Jeans and A/V conferencing technology.
Bachelors degree or equivalent in a related field.
Familiarity with providing information technology administration and support.
Familiarity with policies and practices of working in a healthcare environment.
Familiarity with policies and practices of working in a higher education environment.
Demonstrated experience supervising staff.
Demonstrated proficiency with Concur or similar travel and expense management software.
Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act.
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal opportunity/affirmative action employer.
A great university is made so by its faculty and staff, and Michigan is recognized as one of the best universities to work for in the country. The Michigan culture is known for engaging faculty and staff in all facets of the university to create a workplace that is vibrant and stimulating.For two consecutive years, the Chronicle of Higher Education has placed U-M in its "Great Colleges to Work For..." survey. In particular, the university earns high marks for strong relations between faculty and administrators, a collaborative system of governance, strong pay and benefits, and a healthy work/life balance.